2020-10-27 Com Leads Meeting notes

Checkin/quick updates/anything from slack or email

• Don’t forget to check the Task report for your outstanding tasks and check them off when done.

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All

• Finalize whether to keep link sharing on? Benefits? Risks? When does email go out? HOLD UNTIL RESPONSE FROM PETER.

• Idea: Ask for TH presenters to confirm their appointed time still works for them as part of the 2 week checkin. Is more advance notice needed?

• Understand if recurring Zoom meetings that are password-protected have a shelf-life of 3 months.

• Finalize CDL as operational home doc

Feedback from SILS Chairs on communicating and managing expectations

Discuss idea to keep building on FAQs to support cohort members so they have easy talking points when questions arise.

Create an email template for general responses or does this fall under the FAQ? “I understand you are anxious. These decisions have not been made yet. The answers will come and we will share them when we have them. We have a well designed process. Answering individual questions is not productive.”

You are empowered to be a leader for the project and communicate back. Provide the tools and authority for cohort members to answer these questions - email template, FAQ, etc.

15

Com Leads ongoing checkin

1. Is anything blocked or behind schedule?

2. What deliverables are coming in the next week?

3. Any decisions, consultations or approvals needed in the next week? 

4. Do you need anything?

15

All

SILS Town Hall meeting (recurring)

3rd Tuesdays

15

Com Leads

• Chairs talking points

• Finalize slide deck

• Are there any questions in the queue?

• Thinking about post-migration training needs -- ongoing Alma training after the big hump of getting everyone on the same page initially-- is there any mechanism planned for having systemwide training? For instance, Alma introduces regular updates to UX and functionality (new Metadata Editor, new areas available in Analytics, etc). Are there any plans to have those ongoing training issues dealt with at a systemwide level? Or keep them on the individual campuses?

• Is the first quarterly SILS open house meeting still set for November 2, 2020? If so, has the time and zoom link been set yet? Thanks!!!

SILS UC-Wide Town Hall (aka TH4All)

Finalize agenda, continue

mini-mortem to mitigate risks

10

Com Leads

Proposed agenda

• Chairs Welcome

• Talk through timeline (PMs, Caitlin) - milestones, high-level, the whole timeline.

• ICs talk through interaction between Cohort & local team

  • Invite local team member to discuss how they surface questions, feedback to the Cohort (UCI or UCLA staff?)

• Open Q&A forum

• Record the meeting.

• Create a folder with recording and agenda; share the link post-meeting.

To-Dos

• Need to send invite ASAP - DONE!

• Ask ICs to forward to all staff on respective campuses - DONE!

• When to send agenda? (Friday, Oct. 30) - No need.

• Chairs talking points by Monday (look at earlier talking points to see what should be included in this FIRST townhall)

• Talk about major topics that could come up and who should answer them at the next Com Leads meeting on Oct 27.

• Scope types of questions and include a slide explaining (briefly) how they will be handled, e.g., some questions apply to local imp teams, reach out to your IC in that case.

• Mini-mortem to think about what could go wrong and what are backup plan is.

Parking Lot

• Zoom revised passcode mandate: No communication needed until at least November when more information is available.

Wrap up

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All

Any actions or decisions missed?

Total

45/50